- 1. Revenue Management Program (RMP) Campus Budget October 23
24, 2006
2. Campus Budget Oct 2006
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- Budgeting for Prior Year Encumbrances
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- Allocating Prior Year Balances
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- Detail - How the budget is built
3. Major Changes
- Supplemental Allocation Orders
- Funding Encumbrances from prior years
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- Allocating in future years
- Building the budget and reconciling it
4. Components of the New Campus Budget
- General Fund state support
- Supplemental Funds Received (SWAT)
- Equity Reserve for Prior Period Encumbrances
- Equity Reserve for Roll Forward funds
- Campus planned use of Unallocated Equity or Campus planned
contribution to Unallocated Equity
5. Sample Budget Template 6. SWAT 7. Past
- Budgeting within the Budget Act Appropriated General Fund The
Old Way
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- Budget Administration handled by CO Financial Management
Services (FMS)
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- FMS processes two notices
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- Notice of Allocation Order to campuses
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- Transaction Request to the State Controller
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- Both the campus and the SCO recorded a budget entry
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- If either party recorded these transactions in error there was
a reconciling factor in the SAM99
8. Present
- Budgeting within the CSU Operating Fund Today
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- State University Trust Fund (SCO Fund 0948)
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- CSU Operating Fund (CSU Fund 485)
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- Budget Administration handled by CO Financial Management
Services
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- FMS processes a Systemwide Allocation Transfer (SWAT
Notice)
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- CO Systemwide Financial Operations
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- CO SFO will distribute an AD NOAT to campus
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- Both the campus and the SCO will record an ACCOUNTING
entry
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- Campus MAY record a budget entry
9. Future
- Budgeting within the CSU Operating Fund in the Future
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- State University Trust Fund (SCO Fund 0948)
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- CSU Operating Fund (CSU Fund 485)
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- Budget Administration handled by CO Cash Management
Operations
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- CMO processes two notices
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- Systemwide Allocation Transfer (SWAT Notice)
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- Sent to campus budget office
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- Sent to campus accounting office
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- There is no activity between the CSUand the State
Controller
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- Campus MUST record an accounting entry
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- Campus MAY record a budget entry
10. Past, Present and Future
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- Allocation Orders for all Budgeted Funds
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- Campus posts a budget entry
11. Past, Present and FutureA little more detailed
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- Allocation Order to General Fund for Final Budget State Support
Only
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- Not operating within the general fund
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- CO will process PFA moving funds to campus trust account at
SCO
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- CO will notify Campus (SWAT and AD-NOAT)
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- SWAT - Systemwide Allocation Transfer
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- Expenditure Budget in appropriate program
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- Campus posts an accounting entry
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- Debit fund Balance Clearing
12. Past, Present and Future
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- CO will process a cash transfer to the campus account at CSU
Central Bank
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- CO will notify Campus (SWAT and Cash Posting Order)
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- SWAT - Systemwide Allocation Transfer
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- Expenditure Budget in appropriate program
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- Campus posts an accounting entry
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- No more allocation orders to campus
13. Supplemental Allocation Past, Present and Future Summary 14.
Supplemental Allocation Past, Present and Future Summary 15.
Budgeting forPrior Year Encumbrances 16. The Old Way 17. The New
Way 18. Equity and Budgets 19. 20. News Flash
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- No More FIRMS Budget Edits
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- Submission is a breeze with lack of error messages
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- No More SAM99 for General Fund (0001)
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- One Big Pot of Money at the Chancellors Office
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- No More FIRMS Budget Edit
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- Need new method to ensure accuracy
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- No SAM99 for CSU Operating Fund (485)
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- Need new method to ensure accuracy
21. Building the Campus Budget
- Final budget allocation from CO to Campus
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- The only notification the campus will receive for this amount
is the annual Final Budget Memo from the CO
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- Campuses will not have a general fund account at the State
Controller
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- All CSU General Fund monies will be held centrally in a CO
managed account at the SCO
22. Budget Control Ideas
- Campus Budget Controls (CSU Fund 485)
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- Ideas to control/reconcile budgets
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- 06/07 Transition Campus PFA (690003)
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- State Appropriation Adjustment (690106)
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- Campus Revenue from Fees(5XXXXX)
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- Beginning in 07/08 Fund Equity (305002)
23. Sacramento State Example 24. Sac State Example 25. San Diego
Example 26. San Diego Example 27. How the budget is built
- Source of funds to consider
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- Prior Year Unspent Amounts(Fund Equity)
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- This will be left over Student Fee Money as all CSU State
appropriated amounts will be spent in the year of
appropriation
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- Current Year State Appropriation Amount(e.g., $ .70)
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- Student Fee / Revenue Amounts(e.g., $ .30)
28. How the budget is built(continued)
- Student Fee and Revenues:
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- SHALL be included: SUF, Non-Resident Tuition, Mandatory Course
Fees, Application, Transcripts, Rejected Checks, Library,
Administrative Allowances, CERF (573) Reimbursement, Parking (583)
Reimbursement, and other Miscellaneous Fees
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- MAY be included (FSAC will review for final determination):
Work Study, Contracts & Grants Overhead, Student Health
Services, Independent Operations Revenue, Trust Transfers and other
Campus Specific Revenues
29. How the budget is built (continued)
- How the budget is built (continued)
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- CMS Tools for Managing the Campus Budget
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- Sac State Example - CMS Scenario ChartField
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- Unique 485 Fund with a Global DeptID
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- $.06ROLLFWD Prior Year Unspent
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- ROLLFWD PY Enc to Departments
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- ROLLFWD BBA to Division Level
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- .70APPROP State Appropriation for CY
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- ~ Agrees to CO ACR (or new report)
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- .30FEES Student Fee/Revenue for CY
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- ALLOC Budget Out to Campus Departments
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- Primary 485 Fund with Campus User DeptIDs
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- $.03ROLLFWD PY Encumbrances for Departments
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- .01ROLLFWD BBA for Division Level
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- .90ALLOC Budget In for Campus Departments
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- .00BUDTX Internal Campus Budget Transfers
30. Ongoing Budget
- Handling Your Budget on an Ongoing Basis
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- Beginning Fund Equity (equal to PY Budget less Actuals)
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- Outstanding PY Encumbrances
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- Major equipment purchase, working capital, emergency
reserve,etc.
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- Remaining Fund Equity Balance
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- State Appropriation (.70 CO to use for Payroll)
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- Estimated Fee Revenue (.30)
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- Rollforward PY unspent (encumbrance and BBA) and then allocate
current year budget
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- Rollforward PY encumbrance amount only and then allocate
current year budget (BBA is kept for campus-wide uses)
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- Rollforward 100% of PY encumbrances and a percentage of BBA and
then allocate current year budget
31. Equity and BBA
- Relationship between Equity and BBA
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- Fund Equity FIRMS Object Code 305002 (Fund Balance Continuing
Appropriation)
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- Cumulative Actuals Net Income/Loss
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- Budget Balance Available plus Encumbrances OR Budget less
Actuals
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- when Budget is equal to CY State Appropriation plus CY SWATs
plus CY Actual Fee Revenue plus Beginning Fund Equity
32. Equity Reserves
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- Current Equity Reserve Object Codes
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- Facilities, maintenance & repairs
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- Operations (working capital)
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- Campus/debt obligations (encumbrances)
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- Possibility for additional object codes to meet CSU Operating
Fund reserve requirements
33. It is what it is
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- Not required to accrue to Zero in CSU Fund 485 at Year End
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- Legal Expenditures and Encumbrances will reflect what really
happened in that Fiscal Year
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- Management will want to establish Campus Reserve Policy with CO
guidance
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- Major Equipment Purchases
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- Business Continuity Planning
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- Cash Flow / Working Capital Needs
34. Things to Remember
- During 2006-2007 all campuses will de-allocate their remaining
general fund balance to the CO (By year end 690106 in CSU Fund 485
will equal this amount)
- Campus generated Payroll PFA transactions between General fund
and Trust have been recorded in CSU Fund 485 FIRMS Object Code
690003
- CO generated Payroll PFA transactions shall be recorded in CSU
Fund 485 FIRMS Object Code 690106
- For 2006-2007 the sum of 690003 and 690106 in CSU Fund 485 will
equal the campus state support allocation
- 2007-2008 690003 no longer used
35. Example Worksheets
- Excel Files from Presentation
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- Summary of SWAT PAST Present and Future
36. Questions - Contacts
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- Crystal Little, San Diego
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- Kendal Chaney-Buttleman, Sac State